EA and Operations Specialist

About the role

Levelai is building an AI-driven platform for customer experience intelligence with backing from major venture firms and a leadership team from Google, Amazon, and Meta. We need an organized professional to work on-site with our executives to manage daily business functions and administrative workflows. In this capacity, you will serve as a critical operational backbone ensuring the efficiency and consistency of our leadership team's activities. You will own the structure of executive time and the integrity of information flow across the organization. The role requires a high degree of self-direction and the ability to implement systems where processes are currently informal. You will be responsible for maintaining the standards that allow our senior leadership to focus on strategic product and business development. Success in this position will be measured by the reliability of operations and the clarity of communication you provide to the executive office.

Key facts

What you'll do

• Architect and maintain the executive calendar while coordinating complex travel arrangements and multi-stakeholder meeting schedules for senior leadership.
• Establish and manage routine operational cadences to ensure the office environment runs with predictable efficiency and minimal disruption.
• Synthesize key performance indicators, executive priorities, and follow-up tasks into actionable tracking systems that drive accountability.
• Partner with human resources to streamline talent acquisition processes and facilitate comprehensive new hire integration for incoming leadership and staff.
• Draft, update, and manage evolving company policies and internal documentation to reflect current best practices and organizational decisions.
• Design and coordinate all logistics for company retreats and leadership meetings, from venue selection to on-site execution and post-event reporting.
• Identify and execute special projects that emerge as the company scales, requiring rapid adaptation and cross-functional collaboration.
• Implement and maintain operational dashboards that provide leadership with real-time visibility into administrative health and key milestones.
• Serve as the primary point of contact for cross-departmental requests that require alignment with executive priorities.
• Proactively identify risks in administrative workflows and develop mitigation strategies before issues impact the broader organization.
• Manage sensitive information with discretion, ensuring that confidential executive communications are handled with the highest level of professionalism.
• Optimize the flow of information between departments to reduce bottlenecks and improve overall organizational velocity.
• Support the leadership team in long-term strategic planning by preparing materials, data, and context necessary for major decisions.
• Foster a culture of operational excellence by mentoring junior team members on best practices for scheduling, communication, and project management.

Requirements

• Minimum of 3 years of professional experience in operations or executive support within a startup or high-velocity setting.
• Proven track record of assisting senior-level management through complex projects and day-to-day demands.
• Ability to navigate changing priorities and undefined tasks without requiring constant direction.
• High level of professional judgment and communication skills when interacting with executives, investors, and cross-functional partners.
• Proactive approach to taking ownership of projects from conception through completion.
• Willingness to work on-site with the leadership team to ensure seamless collaboration and immediate response needs.
• Strong written and verbal communication skills to articulate ideas clearly and professionally in a fast-paced environment.
• Demonstrated ability to manage multiple deadlines and deliverables simultaneously while maintaining a high standard of accuracy.

Practical notes

This position offers competitive compensation and benefits. You will work directly with our founders and have significant visibility into the growth of our AI platform. The successful candidate must be prepared to work on-site in the Bay Area, California, as the role requires close collaboration with the executive team. There are no specific travel requirements beyond the standard coordination of executive domestic and international travel. This is a full-time engagement with a focus on long-term growth and integration into the company's core operations. Candidates must be legally authorized to work in the United States without sponsorship at this time. Applications will be reviewed on a rolling basis until the position is filled.